Shortlist in Springboard
Add your panel members in Springboard so you can shortlist candidates collaboratively. Find out how to shortlist online or by bulk print.
- Log in to Springboard using single sign-on (SSO) or the direct link sent to you via email.
- Select the jobs icon (it looks like stacked, fanned out pieces of paper). This is located in the thin column on the left, under the dashboard icon (looks like a computer screen).
- Select My jobs from the list of options displayed after you select the jobs icon.
- Select the job reference number of the role you want to shortlist.
- Select the three small dots icon (this is at the top right of your screen under your initials). This shows more options.
- Select Applications. You will see a list of applicants for your role.
- Select the Applications folder in the left Folders column. You may need to expand the left column if you cannot see the folders. It may also look like you have this folder already selected. Make certain the folder has a shaded colour behind it. Select this folder as an action even if you think it might be already selected.
- Select Actions (this is at the top right of your screen).
- Hover over (or select) Across all pages and then select Select all candidates.
- Select Actions again.
- Select Review tools, then select Request feedback. If you cannot see the Request feedback option, it means you have not selected the Applications folder correctly (go back to step 7).
- You will see your role listed under Position details and a list of candidates. If you have sent a shortlisting request to your panel previously, select the checkbox, Include all candidates who have had requests for this feedback step at the bottom of the list of candidates. This sends all applications, (including late ones, if your vacancy has closed) to the panel so they can be assessed against each other.
- Select Next (this is at the bottom right of your screen).
- Enter your first name, last name, email address, and select Member as your role (if you are going to be part of the panel shortlisting the candidates).
- Enter each panel member's first name, last name, email address, and select Member as the role (for each panel member who is going to be part of the panel shortlisting candidates).
- Once all pane members are listed (make sure you have entered their email addresses correctly), select Next.
- Add comments for panel members if required. Select the date feedback is due, and whether you want panel members to see each others feedback. Make your selections in the checkboxes and select Finish. Select the X in the top right of the screen to close the Request feedback window and return to your Applications folder.
- Panel members will receive a link to shortlisting in Springboard via email.
If you have been emailed a link to Springboard to shortlist candidates, select the link and verify your identity.
Panel chairs
From the Springboard dashboard, select the job then select Applications to see all candidates. Select a candidate to see their application. In the Resume panel, use the dropdown selection box to see the candidate's CV and cover letter.
At the top right of the page, select the flag icon to rate the candidate Yes, No or Maybe.
Leave your feedback in the field, Enter your screening comments.
Use the PREV and NEXT arrows at the top of the page to move between candidates.
Panel members
On the Springboard review page, select the Resume and Applications icons in each candidate's box to see their CV and cover letter.
Select No, Maybe or Yes to rate the candidate.
Add comments in the Provide feedback field. These will appear in the feedback report.
Select Save to retain your work at any time.
If the panel chair opted for panel members to see each other's comments and ratings, you can select Feedback by Other Reviewers for a PDF feedback report.
When you've finished reviewing all candidates, ensure you're satisfied with your work before selecting Confirm & submit. This will deactivate your Springboard access.
Use folders
The panel chair can move candidates into folders to reflect their status in the process. This is optional.
To see folders, select the job from your dashboard, then select Applications from the top menu bar. Folders are in a panel to the left of the page.
The All, Current and Applications folders show all applications for the role.
Drag and drop candidates from Applications to Sent to panel when they are forwarded to the panel for shortlisting. You can select multiple candidates to drag and drop.
Move candidates to Shortlist when selecting them for interview (or the next stage of your shortlisting process). Move candidates to Offer and Appointed when they reach these stages of selection.
You can also move candidates to the Not shortlist folder. This generates an email that tells them you have not selected them for interview (a warning will remind you that we'll send this email).
You cannot move candidates to the Unsuccessful folder. QSS Recruitment will do this once you've completed the recruitment process (by completing the Springboard appointment request or Close recruitment form). Candidates will receive an email informing them they've been unsuccessful.
Select any folder to see the candidates it contains.
Get a feedback report
If your panel has finished shortlisting candidates in Springboard, get a report of all panel members' comments, decisions and rankings.
Right click on the folder Applications, then select View feedback.
Save or print your PDF document.
Check if you can do this online. See Invite panel members to shortlist online and Shortlist candidates online for help. Only bulk print (save your applications to PDF) if you can't complete shortlisting online.
Bulk print applications
With online shortlisting in Springboard, you no longer need to do a bulk print of candidates' applications. Use the instructions above to have your panel assess and rate candidates online.
If you do need to print all your applications or save them as a PDF, follow these steps:
- In Springboard, select New/Current under Candidates to open your candidate list.
- On the Candidate Review page, use the Select Action button located in the bottom section of the applicant grid to generate the bulk print.
- Select individual candidates using the tick box to the left of their names or select candidates across all pages using the Select Action button, then selecting Across all pages, then Select all candidates.
- Dismiss the confirmation message.
- Select the Select Action button, then Review Tools,then Bulk print.
- Enter a file name and select the desired print fields.
- Select the checkbox, Email the file. Enter an email address to receive the print file, then select BULK PRINT to finish.
The bulk print download link will be active for 7 days. If you need the PDF file for longer, save it somewhere secure.
Review candidates using a bulk print report
- If you've received an email with the bulk print link, select the link to access the file in Springboard. If you haven't, you can access the file in Springboard by selecting, Candidates, and then Bulk print.
- Check the job reference (JAR) and that you have the correct number of applications on the Candidate Summary page before opening the bulk print.
- Once you open the bulk print, use the document's bookmarks or select the search icon and type in key words into the search field to review candidates and specific content.
Error messages and what to do
Application attachment pending
Summary page message
- Cover letter (Pending)
- Resume (Pending)
Bulk print message
- There is currently no associated PDF for this requested document
- There was an error in printing this applicant attachment
Action to take
Try to open the attachment in Springboard. If it can be opened, print the application to PDF and attach it to the email being sent to the panel members. If it cannot be opened, contact the applicant.
Application attachment locked
Summary page message
- Application (Embedded)
Bulk print message
This file cannot be incorporated into the consolidated PDF. Likely causes to this are:
- The document is an Adobe Acrobat Form.
- The document has security settings restricting it from being incorporated.
- An error occurred when attempting to incorporate the document.
Action to take
Click the link embedded in the bulk print to open the locked attachment.
Application attachment blank
Summary page message
- The application is in the wrong format
Bulk print message
- Blank pages
Action to take
When a document is converted to PDF and inserted in Springboard, it can sometimes result in page content disappearing. If this happens, try printing the original document and attaching it instead.
Application attachment missing
Summary page message
- Application with no Supporting documents
Bulk print message
- Blank pages
Action to take
Check the application in Springboard to verify that the candidate did not submit documents to support their application. If they did not supply any documents, you will need to decide if you should follow up with the candidate.
Page left intentionally blank
Summary page message
- Blank pages
Bulk print message
- This page left intentionally blank
Action to take
No action required. The system has added blank pages to each applicant's application.